How to Conduct a Performance Review When You're a Manager or Leader — Transcript

Full transcript

1. 0:00in this video we're going to talk about
2. 0:01how to conduct a great performance
3. 0:03review when you are a manager or a
4. 0:05leader there are three stages I'm going
5. 0:07to cover in this video how to prepare
6. 0:09for a performance review how to conduct
7. 0:12a performance review and how to follow
8. 0:14up after a performance review we have a
9. 0:16lot of content to cover in this video so
10. 0:19let's get straight to it before we get
11. 0:21into the main content for this video I
12. 0:23do want to address the question what is
13. 0:25the purpose of a performance review
14. 0:27because when you understand the purpose
15. 0:29of a performance review you're able to
16. 0:31conduct it with a lot more structure and
17. 0:34in a much more purposeful way so
18. 0:36performance reviews allow you to
19. 0:38understand and improve and employees
20. 0:41performance motivation and goals in
21. 0:44doing that you can develop each
22. 0:46individual toward their greatest
23. 0:48potential and drive the entire team
24. 0:50towards the team's goals performance
25. 0:53reviews are a critical part of your job
26. 0:55as a manager and leader you'll be
27. 0:57required to conduct them on a fairly
28. 0:59regular basis so you need to know how to
29. 1:01do them well the first part happens in
30. 1:03the lead up to the performance review
31. 1:04you need to review your past performance
32. 1:07review notes that you've taken and you
33. 1:10need to get familiar with things you've
34. 1:12written down such as action items
35. 1:15objectives and expectations of that
36. 1:18particular employee I want you to
37. 1:19compile your notes about what has
38. 1:22happened since the last performance
39. 1:23review and think about things like what
40. 1:27they're doing that's working what
41. 1:29they're doing that's not working skills
42. 1:31or behavior they need to develop to
43. 1:33improve we will talk more about these
44. 1:35questions in the next section of this
45. 1:37video how to conduct a performance
46. 1:39review but for now what I want you to do
47. 1:41is to just jot down some notes that you
48. 1:44want to bring up some key talking points
49. 1:46that you want to bring up in the
50. 1:48performance review that revolve around
51. 1:49these areas once you've reviewed your
52. 1:52performance review notes and you've
53. 1:53compiled a list of key talking points
54. 1:55that you want to discuss then I want you
55. 1:58to ask the employee that you you're
56. 2:00gonna meet for the performance review to
57. 2:03list things that they're proud of so
58. 2:05think of accomplishments think of
59. 2:07clients one skills they have built
60. 2:11challenges they have overcome it could
61. 2:13be a number of different things that
62. 2:15they come up with but I want you to ask
63. 2:16that employee to make a list themselves
64. 2:19of things that they are proud of that
65. 2:21have happened since their previous
66. 2:23performance review this process will not
67. 2:26only help that particular employee feel
68. 2:28more confident and a lot more calm about
69. 2:32going into the performance review but it
70. 2:34will also help you identify things that
71. 2:36you might have missed over the past year
72. 2:39or since the last performance review
73. 2:41things you may have overlooked the
74. 2:43employee doesn't need to give you their
75. 2:44answers before the performance review
76. 2:46but they should take their notes with
77. 2:48them into the performance review because
78. 2:50you're probably going to ask them about
79. 2:52it once you have all of this information
80. 2:54then you need to create an agenda for
81. 2:57the performance review meeting a typical
82. 2:59gender will follow this structure casual
83. 3:02Chit Chat Two Minutes review the agenda
84. 3:04three minutes how much the employee has
85. 3:07grown since the last performance review
86. 3:09five minutes current performance 15
87. 3:12minutes areas for improvement or
88. 3:14training needs 10 minutes career plans
89. 3:1710 minutes targets goals actionables for
90. 3:21the next performance review 10 minutes I
91. 3:23recommend that you send this agenda to
92. 3:25the employee you're going to be meeting
93. 3:27about 24 hours before the performance
94. 3:29review this will give them an idea of
95. 3:31what to expect for the performance
96. 3:33review and help them to be a lot less
97. 3:35stressed about it and just in case
98. 3:36you're wondering the average time for a
99. 3:39performance review is generally about 60
100. 3:41minutes I will put this sample agenda in
101. 3:44the description below so you can simply
102. 3:46copy it and paste it into a Word
103. 3:48document when you're creating your own
104. 3:50agenda once you have carefully prepared
105. 3:52for your performance review then you
106. 3:54need to conduct it now there is no need
107. 3:56for you to be scared or nervous about
108. 3:58conducting the perform elements review
109. 4:00believe me your employee will be a lot
110. 4:03more nervous and a lot more scared than
111. 4:05you will be if you follow your agenda
112. 4:07carefully then you'll be able to conduct
113. 4:09a performance review with confidence
114. 4:11before we get into talking about what
115. 4:13exactly you should say in the
116. 4:14performance review I do want to mention
117. 4:17a couple of really important things
118. 4:18first you need to be honest when you are
119. 4:22communicating in your performance review
120. 4:24whether it's good feedback you're giving
121. 4:26or bad feedback that you're giving your
122. 4:28employee you need to be honest about it
123. 4:30if it's good feedback you're giving and
124. 4:33you're honest about it that person will
125. 4:34be genuinely happy and pleased about the
126. 4:37work that they have produced for you if
127. 4:39it's bad feedback that you're giving
128. 4:41them then at least they'll walk away
129. 4:42with a clear idea of what they did wrong
130. 4:46and what they need to improve on a lot
131. 4:48of people are reluctant to give honest
132. 4:50feedback especially when it comes to
133. 4:52negative feedback but you're not going
134. 4:54to do that person any favors by hiding
135. 4:56or by sugar coating their deficiencies
136. 4:58the second thing I want to highlight is
137. 5:00you need to be specific with your
138. 5:03feedback whether it's good feedback or
139. 5:05bad feedback you need to be specific
140. 5:07about what that person did or didn't do
141. 5:09or should have done instead this will
142. 5:12help them walk away with a clear message
143. 5:14about what they need to improve on and
144. 5:16it will help you as a manager or a
145. 5:18leader address their deficiencies a lot
146. 5:20faster so once you have the right
147. 5:22mindset going into the performance
148. 5:24review knowing you have to be honest
149. 5:26knowing you have to be specific then you
150. 5:28need to conduct the performance review
151. 5:30and for this you simply follow the
152. 5:32agenda that you have already created so
153. 5:35you start with casual chit chat you
154. 5:37basically ask that person how their week
155. 5:39has been so far then you review the
156. 5:42agenda so both of you are clear about
157. 5:45what you're going to be talking about
158. 5:46during this performance review you don't
159. 5:48need to spend too much time on either of
160. 5:51these elements of the performance review
161. 5:53most of the content the bulk of the
162. 5:55performance review is really going to be
163. 5:57about their performance once you've
164. 5:59discussed number 1 and number two then
165. 6:01the third thing you need to talk about
166. 6:03is how that person has grown since the
167. 6:06last performance review this starts the
168. 6:08performance review on a really positive
169. 6:10note I'm sure you as a manager or leader
170. 6:13can identify a number of areas in which
171. 6:16that person has grown since their last
172. 6:18performance review if you think of their
173. 6:21accomplishments if you think of the
174. 6:22projects they have been working on
175. 6:24clients they have won skills they have
176. 6:27developed or challenges they have
177. 6:29overcome things that you have witnessed
178. 6:31and identified that you can talk about
179. 6:33as a positive aspect of their
180. 6:35development this is a great time for you
181. 6:37to ask the employee what did they write
182. 6:40down when you ask them to list things
183. 6:42they are proud of since the last
184. 6:44performance review this is a great way
185. 6:46to get that particular employee relaxed
186. 6:49to get them feeling a lot more positive
187. 6:52and a lot more comfortable about the
188. 6:54performance review and it will also ease
189. 6:57you into the next step where you talk
190. 6:59about their current performance and when
191. 7:02looking at their current performance
192. 7:03there are specifically two questions
193. 7:05that you need to ask yourself or discuss
194. 7:09with them you need to look at what
195. 7:11they're doing that is working and what
196. 7:13they are doing that is not working
197. 7:15you've likely already been thinking
198. 7:18about these two questions yourself
199. 7:19because we did discuss them in the
200. 7:21preparation stage of the performance
201. 7:23review but now you need to actually ask
202. 7:26your employee about them in the
203. 7:27preparation stage you were thinking to
204. 7:29yourself about what was working and what
205. 7:32was not working now you need to discuss
206. 7:34this with your employee because they
207. 7:35might have a different perspective on
208. 7:37these things you can share your
209. 7:39evaluation or your opinions on what you
210. 7:42think they are doing that is working
211. 7:44what you think they are doing that is
212. 7:45not working get them to respond ask them
213. 7:49to discuss and try to encourage them
214. 7:52into a discussion with you about these
215. 7:54two issues you can also ask them what is
216. 7:57their opinion on what they're doing
217. 7:59that's working what they're doing that's
218. 8:00not working because like I mentioned
219. 8:02they might give you a different
220. 8:03perspective they might even mention
221. 8:04things that you were completely unaware
222. 8:07of I really want to emphasize here that
223. 8:09the performance review is a two-way
224. 8:11conversation it's not you talking only
225. 8:14to your employee your employee needs to
226. 8:17respond and React to what you have said
227. 8:19they also need to share their own
228. 8:21thoughts their own opinions with you as
229. 8:23well this will help them feel a lot more
230. 8:25included in the performance review and
231. 8:28it will help you give them a much fairer
232. 8:30evaluation as well and this leads us
233. 8:33nicely to the next stage where you talk
234. 8:35about areas for improvement based on
235. 8:37what you've discussed with your employee
236. 8:39about what is working and what is not
237. 8:41working then you can guide them into a
238. 8:44conversation about what they need to
239. 8:47improve on and also how they can improve
240. 8:50on those things when we're talking about
241. 8:52what that employee needs to improve on
242. 8:54it could be technical skills for example
243. 8:56a program they need to master or learn
244. 8:59how to use tasks they need to become
245. 9:02better at doing or client work they need
246. 9:04to learn to improve on as well or it
247. 9:07could be soft skills so it could be
248. 9:09something related to their communication
249. 9:11they might need to delegate better they
250. 9:13might need to learn how to interact
251. 9:16better with their co-workers maybe they
252. 9:18need to be more punctual when they
253. 9:20arrive at work what you are trying to
254. 9:22discuss with them here is skills that
255. 9:25they need to develop things that they
256. 9:27need to improve on that will help them
257. 9:30do their job better and help you give
258. 9:33them a better performance review in the
259. 9:35future but you can't leave them hanging
260. 9:37and just finding out what they need to
261. 9:39improve on you as a manager and leader
262. 9:42also need to guide them and show them
263. 9:44how they can improve in those areas so
264. 9:48do they need to enroll in training do
265. 9:50they need coaching from you or from
266. 9:53someone else do they need mentoring do
267. 9:55you recommend that they work closely
268. 9:57with a particular member of European
269. 9:59because that person completes those
270. 10:02tasks really well or has already
271. 10:03developed those skills think about how
272. 10:06you can get that employee to develop
273. 10:09those skills this is your job as a
274. 10:11manager or a leader you are there to
275. 10:14guide them to support them to nurture
276. 10:16each employee in your team and the areas
277. 10:19that they need to improve on and also
278. 10:21how they're going to improve on those
279. 10:23areas this should be one of your
280. 10:25actionable items that you discuss at the
281. 10:28end of your performance review the next
282. 10:30thing you discuss is that person's
283. 10:31career plans you as a manager a leader
284. 10:34you need to know what that person's
285. 10:36career plans are for the next six months
286. 10:39for the next year or even for the next
287. 10:40two years because part of your job as a
288. 10:43manager and a leader is to help them get
289. 10:46there to help develop them into being
290. 10:48the professional that they want to be I
291. 10:51recommend you review their career plans
292. 10:53that they talked about in the last
293. 10:55performance review you conducted with
294. 10:57them ask them how close they are to
295. 11:00achieving those career plans what have
296. 11:03they done to try to achieve those plans
297. 11:05or at least work towards them what do
298. 11:07they need to do in the future and if
299. 11:10they haven't achieved certain career
300. 11:12plans that they plan to achieve by this
301. 11:13performance review ask them what they
302. 11:16think went wrong why didn't they achieve
303. 11:18those career plans you need to have a
304. 11:20clear and an open discussion with your
305. 11:22employee about their career plans
306. 11:24because this also becomes one of the
307. 11:27actionable items or items that you will
308. 11:29discuss in the next performance review
309. 11:31and at the end of the performance review
310. 11:33you should have a list of targets of
311. 11:36goals of actionable items that you
312. 11:38require of your employee you should have
313. 11:40a list of things that you are required
314. 11:43to perform as well so if you need to
315. 11:44organize training for that particular
316. 11:46employee so they can build skills in a
317. 11:48specific area this is one of your
318. 11:50actionable items as well this needs to
319. 11:52be clear between you and your employee
320. 11:55before you end the meeting both of you
321. 11:57need to walk out of the meeting have
322. 11:59having clear idea of what you need to do
323. 12:01what the next steps are and once you've
324. 12:04conducted the performance review your
325. 12:06work doesn't stop there you need to
326. 12:08follow up after the performance review
327. 12:10and this includes two things you need to
328. 12:12write a summary of the performance
329. 12:14review and you need to send it to that
330. 12:16employee your summary should include key
331. 12:18points discussed issues raised
332. 12:20actionable items and objectives agreed
333. 12:23to the summary only needs to be one page
334. 12:25so use bullet points as much as you can
335. 12:28and when you send it to the employee
336. 12:30which is the second step that you need
337. 12:31to do you need to use a warm and a
338. 12:34personalized message in your email when
339. 12:36you send them the summary because at the
340. 12:38end of the day your employees are people
341. 12:40and you need to treat them as though
342. 12:43they are people with respect with warmth
343. 12:46and with support this is the job of a
344. 12:49manager or a leader and you need to keep
345. 12:51this in mind next time you conduct your
346. 12:54performance review we have covered a lot
347. 12:56in this video if you have any questions
348. 12:57about what we've discussed leave them in
349. 13:00the comments below I will definitely
350. 13:02answer them and if you want to know what
351. 13:05questions you should ask during a
352. 13:07performance review then I do have
353. 13:08another video that will help you out it
354. 13:11is tailored for employees in that it
355. 13:14helps them understand how to answer
356. 13:16performance review questions that they
357. 13:19could be asked by a manager or a leader
358. 13:21but by working through that video and
359. 13:24identifying the questions that the
360. 13:26employee could prepare for it will give
361. 13:28you an idea of what questions you can
362. 13:31ask during the performance review so
363. 13:33that video is in the description below
364. 13:35you'll also find it on the screen here
365. 13:37thank you so much for watching this
366. 13:39video please hit the like button below
367. 13:41this video And subscribe to my channel
368. 13:43every week I release videos on
369. 13:45leadership to help you on your
370. 13:47leadership journey and I'd love to share
371. 13:49these videos with you too thank you so
372. 13:50much for watching and I'll see you in
373. 13:52the next video